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Automation Equipment Maintenance Contract Bid Opening at 2:30pm

DAJ-051 August 17th , 2021

DOCUMENT ENCLOSURE CHECKLIST (2 pages)

Pricing Sheet: Exhibit A/Pricing Sheet must be fully executed and included in bidder’s

proposal. Failure to do so may disqualify bidder’s response.

The following forms must be fully executed and included in bidder’s proposal.

Failure to do so may disqualify bidder’s response:

UCS Request for Bid/Proposal Form (rfb1.frm) and complete bid response with original

signature

Attachment I - Standard Request for Bid Clauses & Forms

p.3 - Non-Collusive Bidding Certificate

p.4 – Acknowledgment of Individual or Corporation

p.5 – Bidder’s Certification of work (Printing)

p.6 – Bidder’s Certification of Recycled Products

p.7 – Manufacturer’s Affidavit of Recycled Content

Attachment II - Not Applicable

Attachment III - Vendor Responsibility Questionnaire

Questionnaire filed online via OSC VendRep System and certified within 6

months of the bid opening due date, or

Paper questionnaire

Attachment IV - Procurement Lobbying forms

Disclosure of Prior Non-Responsibility Determination (UCS 420)

Affirmation of Understanding and Agreement (UCS 421)

Certificates of NYS Worker’s Compensation and NYS Disability Benefits Insurance, or

Certificate of Attestation of Exemption.

Please see paragraph “Insurance Requirements” for a list of accepted forms.

Copies of bidder’s certificate(s) of insurance or other adequate proof evidencing the

insurance coverages required by the bid specifications.

List of references

Three (3) complete photocopies of original bid response

Signed Document Enclosure Checklist

Proprietary information in separate folder from bid response, if applicable

In addition, bidder shall provide:

Bidder’s contact information (Item 6, below)

Narrative Description – Organizational Experience/Capacity

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Narrative Description – Relevant Business Experience/Qualifications

References

IMPORTANT:

1. All documents requiring an original signature must bear the BLUE INK signature of the

same authorized individual. Signatory notarization must be that of the person whose

signature is affixed to all required documents.

2. Exhibit A/Pricing Sheet and the other forms listed above must all have the SAME

COMPANY NAME AND TAX ID NUMBER in order for a purchase order or contract to be

approved by the NYS Comptroller.

3. Do not alter this solicitation in any manner. Any changes, deletions, or additions

(including the addition of supplemental terms and conditions) to this RFB or to any

exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the

rejection of the bid as non-responsive.

4. Please note that the terms and conditions of this RFB will form the basis of the contract

with the Awarded Contractor (defined below).

5. Bidder Contact Information

Bidder’s Primary Contact for Bid Matters:

Name:

Street:

City:

State:

Zip:

Telephone Number:

Email:

6. Verification:

Authorized representative of Bidder must complete and sign below to verify submission of all documents required per the Document Enclosure Checklist:

COMPANY NAME:

AUTHORIZED OFFICER’S NAME AND TITLE:

SIGNATURE:

DATE:

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Automation Equipment Maintenance Contract Bid Opening at 2:30pm

DAJ-051 August 17th , 2021

I. RFB #DAJ-051: DETAILED SPECIFICATIONS

Purpose and Scope:

The New York State (hereinafter “NYS”) Unified Court System (hereinafter “UCS”) 7JD Administrative

Office (hereafter “7JD”) is soliciting sealed bid proposals for the purpose of establishing unlimited on-site

maintenance/repair services on various pieces of automation equipment (hereafter, equipment and

described in the Detailed Specifications below) for courts and related agencies in eight (8) counties

located within the 7JD (see Locations and Map of NYS Judicial Districts, Exhibit B & Exhibit C

respectively).

The contractor will provide on-site maintenance service for all covered equipment during the 7JD's

business hours, from 8:00 a.m. to 5:00 p.m.(depending on hours at specific locations), Monday through

Friday (except the following holidays: New Year’s Day, Martin Luther King, Jr. Day, Lincoln’s Birthday,

President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election

Day, Veteran’s Day, Thanksgiving Day, Christmas Day), and shall respond within twenty-four (24) hours

of a request for services for all non-fileserver hardware categories. The vendor must respond within four

(4) hours for a call related to any of the fileserver hardware categories or any of the Network Backbone

categories. This response shall result in complete repair of failed equipment or installation of a

comparable loaner so that the user(s) can continue working in a normal manner.

A current (Feb 1, 2021) equipment inventory (Exhibit D) is provided for informational purposes only and

is intended to provide the bidder with the types of equipment that might be covered under this contract.

The 7JD does not guarantee that it shall require the contractor to maintain any hardware/software during

the terms of the contract, but the contractor will agree to accept all requests for items covered under this

contract during this period.

Note: Bidders are advised that any awarded contract shall be for estimated quantities only and further,

places no obligation upon the 7JD to cover any items under this maintenance contract with the contractor.

However, the contractor shall accept all requests for service on covered items placed by the 7JD during

the term of the contract. Such orders will be considered binding upon notification to the contractor as per

Technical Specifications.

Term of Award

A single estimated quantity term contract (“Contract”) will be awarded to the successful bidder

(“Awarded Contractor”) for an Initial Term of three (3) years (“Initial Term”). The Contract is expected

to commence on or about [October 1, 2021 – September 30, 2024]. OCA reserves the right to renew such

Contract for two (2) additional one (1) year periods (each, a “Renewal Term”) upon the same terms and

conditions excluding pricing.

OCA further reserves the right to extend the Contract for a period not to exceed six (6) months

(“Extension Term”), upon written notification to Awarded Contractor prior to the expiration date of the

Initial Term or a Renewal Term, upon the same terms and conditions including pricing as the preceding

Term. The Contract, renewals and extension thereof are subject to the approval of the NYS Attorney

General and the NYS Comptroller.

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Bid Submission Deadline

The bid opening is August 17th , 2021 at 2:30 p.m. EST. at the agency listed on the Request for Bid

form. Bids must be received, and date stamped in by the required date and time. It is the bidder’s

responsibility to ensure that bids are received by the bid opening team by 2:30pm EST. Any bids

received after the required date and time will be not accepted. No exceptions (i.e. postmarks, mail

problems, weather, etc.) will be made to this rule. Bidders are welcome to attend the bid opening.

IMPORTANT: Please ensure all required documentation as stated on the Document Enclosure Checklist

are attached. Failure to return any required forms or documents referenced in this solicitation may result

in the rejection of bidder’s response.

Bidders Qualifications

Bidder must submit with their bid response, information pertaining to their organization which

demonstrates comparable experience and competence in providing such services as described in this

solicitation. Vendor must have a minimum of five (5) years experience in providing such services.

Vendors should have Dell and HP Certified warranty providers on staff.

Vendor must warrant that the services offered in this bid proposal will be of good workmanship, and that

all parts used in the maintenance and repair of any equipment are free from defects, and that no part or

parts will be substituted or applied contrary to the manufacturer’s recommendations or standard practices.

Additionally, no bid will be considered unless the bidder can provide trained personnel qualified to

perform the services included in this solicitation who are available to perform services within the service

requirement time frames detailed in Purpose and Scope.

Access to court facilities

Awarded Contractor must comply with all applicable location rules, policies, guidelines and procedures in

order to be granted access to court facilities. Where applicable to the performance of work under an

awarded contract, bidders shall be wholly responsible for familiarity with the physical layout and access

to the courts and buildings in question, including but not limited to, roadways, overhangs, parking,

security, elevators, required access permits or insurance certificates. No special accommodations can or

will be made by court staff with respect to security measures, access or parking.

Method of Award

It is the intention of the 7JD to award the contract to a single responsible contractor. Award will be based

on the lowest total cost for all services provided by a responsible contractor meeting the technical and

other specifications/qualifications included in the General, Technical and Detailed Specifications. Total

cost is determined by the contractor with the lowest total costs (categories are defined below in the

Technical Specifications). The specific details regarding the determination of the lowest bidder are

discussed in some detail below in the Bid Response Form instructions.

Responsible shall be defined to include, but not be limited to, compliance with these specifications,

references, bidder’s performance history, financial stability, resources, cost factors, experience with

comparable awards/contracts, and any other criteria necessary and reasonable to establish the bidder’s

responsibility. The 7JD reserves the right to require any and all information or documentation deemed

necessary to determine the “responsibility” of bidder. Failure to provide such information or

documentation may result in rejection of bidder’s submission. Sufficient resources to ensure the ability to

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adhere to the contract requirements shall be a factor in the determination of the award.

Pricing

All pricing submitted pursuant to the solicitation shall be net f.o.b. destination unless otherwise expressly

specified herein.

Other than the pricing submitted on Exhibit A-Pricing Sheet, there shall be no other charge, cost,

reimbursement, or expense of any kind payable by UCS in connection with or arising from Awarded

Contractor’s performance of the services set forth herein. Awarded Contractor shall be solely responsible for

all costs and expenses incurred in connection with the performance of such services.

Pricing shall be submitted only on, and in the format prescribed by, Exhibit A-Pricing Sheet. Bidder must

quote pricing on a cost per unit basis (ex: price per 1,000 units) and compute all price extensions listed in

Exhibit A-Pricing Sheet. In the event of a bidder’s miscalculation, the unit price will prevail. UCS

reserves the right to make mathematical corrections based on unit price(s.) Pricing in the awarded contract

for amounts in increments not equal to pricing units indicated in the Pricing Sheet will be prorated

accordingly.

Pricing will remain unchanged during the Initial Term.

Payments

All payments due contractor will be processed in a timely manner, by the office of the 7JD, upon receipt

of an accurate and properly executed invoice from the contractor.

Note: Failure to respond to service calls within the specified time periods may, at the discretion of the

7JD, result in a twenty percent (20%) reduction of the invoiced yearly base charge of the unit involved in

a service call. An additional twenty percent (20%) reduction of the invoiced yearly base will be invoiced

for each additional day that a service call remains out of compliance. If the contractor is not in full

compliance with the terms of this contract when payment is due, payment may not be submitted until all

service calls are deemed “In Compliance” by the 7JD Automation Unit staff. No interest is to be charged

(and will not be paid) for any delay in payment as a result of contractor's lack of compliance with the

contract.

Bid Response Form

Bidder must quote pricing on a unit cost basis and compute all price extensions listed in the Bid Response

Form. In the event of a bidder’s miscalculation, the unit cost will prevail and 7JD reserves the right to

make mathematical corrections based on unit cost. Bidder must enter a cost or “No Charge” or “N/C” for

each category of pricing presented on the form; the 7JD will assume that any line left blank is “No

Charge”/”No Cost”.

Contractor Invoicing

On a quarterly basis, ten days prior to the start of a quarter, the awarded contractor shall prepare a

summary invoice which accurately reflects the entire amount due for the district for the upcoming quarter.

Contractor should invoice 7JD by the 20th of December, March, June and September, for the following

quarters respectively: January – March, April – June, July – September and October – December.

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The awarded contractor shall also provide the number of service calls/emails received by category type

per quarter. This report will be submitted each quarter with the summary invoice.

Court and Agency Personnel

Except where noted as an option by 7JD personnel, under no circumstances shall any personnel

employed by the courts and agencies of the 7JD, or buildings and grounds staff, perform, or assist in the

performance of, any of the services required of the contractor. Contractor shall at all times be responsible

for assigning an adequate number of qualified personnel for the services prescribed by the RFB and

subsequent contract.

Contractor Contact

Contractor shall designate a Project Manager who will be the key contact for the 7JD courts and related

offices for the term of the awarded contract.

Disaster Recovery

Awarded contractor shall be required to have a disaster recovery plan providing specifically for no-cost

(to 7JD) restoration services for any 7JD property damage occurring as a direct result of this project. Such

disaster recovery plan must remain in place during the term, and any renewal/extension term, of the

awarded contract. Restoration is defined as either restoring property to its original condition or replacing

said property.

All bidders shall include a written description of its disaster recovery plan in its proposal.

II. RFB #DAJ-051: TECHNICAL SPECIFICATIONS

CURRENT EQUIPMENT INVENTORY:

An inventory of current equipment and software is provided below in Exhibit D. That inventory is similar

to what the vendor could reasonably expect to be covered at the initiation of the contract. It is provided

for informational purposes only.

Exhibit E contains a table of the 2019 yearly number of service calls received by the 7JD Automation unit

regarding inoperable equipment. This exhibit is only an average per month designed for informational

purposes only and may not be reflective of future service calls. The yearly 2019 average was used versus

the 2020 yearly average to reflect a normal year oppose to the year of the COVID-19 Pandemic.

PLEASE NOTE: THE SPECIFIC EQUIPMENT CATEGORIZATION IS FOR SIMPLIFICATION OF

BIDDING AND PRICING ONLY. IT IN NO WAY IS INTENDED AS A LIMITATION ON MAKES

OR MODELS OF MACHINES THAT CAN BE COVERED UNDER THIS CONTRACT.

NOTE:

Mileage costs are to be incorporated in the price of the bid maintenance on each category. Additional

allowance for mileage costs will not be allowed under any circumstances and will automatically remove a

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bid from consideration.

SCOPE OF SERVICES TO BE PROVIDED

ESTABLISHMENT OF AGREEMENT FOR PROVISION OF MAINTENANCE SERVICES

A. Vendor shall provide on-site full service maintenance of all covered system components.

B. The 7JD reserves the right to remove any and all covered equipment from this contract at any

time if it is determined to be in the best interest of the State to do so.

C. The 7JD reserves the right to add equipment to this contract at any time and certifies that, to the

best of its knowledge, any items added to this maintenance contract are in full working order at

the point that they are added to the contract.

D. The vendor will be notified no less than 5 days prior to the addition of an item to this

maintenance contract. If the vendor wishes, vendor may (at the vendor’s expense) travel to and

inspect any items to be added to the contract. If an inspection is not completed within the 5 day

period, the vendor may not reject the addition of an item to the contract.

E. The 7JD reserves the right to make any desired modifications to covered network backbone and

software. The 7JD certifies that any modifications are in full working order, and those

modifications automatically become part of the covered network backbone.

F. All replacement hardware/network backbone items must be approved by the 7JD Help Desk prior

to final acceptance (this does not relieve the vendor of time requirements for the provision of

replacement equipment).

HARDWARE (EQUIPMENT MAINTENANCE)

All network hardware included in Exhibit D (or added at a later time according to the terms described

above in the TECHNICAL SPECIFICATIONS) is to be provided with full on-site maintenance service

coverage. The vendor will repair or replace any and all materials that are malfunctioning due to any cause

other than intentional misuse by court employees. The vendor will not be responsible for

repair/replacement of equipment for damage caused by acts of nature or fire. The vendor will, however,

be responsible for repair/replacement of equipment for damage caused by power surges, spikes and

brownouts of any origin, as long as the damaged equipment was attached to a surge protector. Repairs

will be made such that the equipment is fully and satisfactorily operable at the site. Any replacement

equipment must be of comparable, or greater capability, and value.

The equipment must be repaired and configured (all network and operating system software installed and

fully operable) as was the original condition of the equipment prior to the occurrence of the service

problem. Replacement hard drives must be replaced with hard drives of an equal or greater size than that

of the hard drive it is replacing.

The configuration of the covered hardware (and any operating software) will include any of the following

categories:

CATEGORY #H1 Microcomputer with Intel Pentium IV or higher compatible microprocessor, PCI

and ISA bus compatible with add- in board, up to 16 GB RAM, floppy drive,

hard disk, parallel port(s), serial port(s), mouse port, mouse, USB ports, video

graphics card, keyboard, color display(s), optical drive, Ethernet or other type of

network interface card(s) as well as any operating system software and any

attached peripherals with the exception of those specifically listed in the defined

categories.

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CATEGORY #H2 Laptop microcomputer with a Pentium IV or higher compatible microprocessor

with up to 16 GB RAM, floppy drive, hard disk, sound card with speakers,

optical drive, parallel port, serial port, IR port, rechargeable battery and charging

device, pointing device, various PCMCIA devices, keyboard, color display(s), as

well as any operating system software and any attached peripherals with the

exception of those specifically listed in the defined categories.

CATEGORY #H3 Microcomputer designed and built as a file server, with up to two Intel Pentium

IV, XEON or higher compatible microprocessors, with up to 64 GB RAM,

EISA, PCI, PCI-E 32-bit and 64-bit bus compatible with add-in boards, optical

drives, up to 2 drive controllers, hot swappable RAID controller, up to 24

terabytes of hot swappable hard drives, Removable media interfaces/drives,

mainboard and all ports, mouse, battery, video graphics card, keyboard, backup

tape drive, as well as any operating system software.

CATEGORY #H4 Uninterruptible power supply with up to 600 watt capacity and accompanying

cables, software configuration and setup.

CATEGORY #H5 Uninterruptible power supply with up to 1600 watt capacity and accompanying

cables, software configuration and setup.

CATEGORY #H6 Uninterruptible power supply with up to 2400 watt capacity and accompanying

cables, software configuration and setup.

CATEGORY #H7 Uninterruptible power supply with over 3000 watt capacity and accompanying

cables, software configuration and setup.

CATEGORY #H8 Okidata ML 380, ML 390, Epson LQ570 or similar dot-matrix printer.

CATEGORY #H9 Personal style laser printers (e.g. HP LaserJet M203, HP LaserJet 400 series).

Calls that require the replacement of a drum will not incur an additional charge.

The court shall provide the toner cartridge.

CATEGORY #H10 Workgroup style printer (e.g. HP LaserJet 4250TN, HP LaserJet P3005X). Calls

that require the replacement of a Roller kits or maintenance kits will not incur an

additional charge. The court shall provide the toner cartridge, imaging

unit/drums.

CATEGORY #H11 Color Laser printer (e.g. HP Color Laser 4650 or similar laser printer). Calls that

require the replacement of a Roller kits or maintenance kits will not incur an

additional charge. The court shall provide the toner cartridge, imaging

unit/drums.

CATEGORY #H12 Multifunction Printers (e.g. HP M3035, Brother MFC-8890DW, HP M525).

Calls that require the replacement of a Roller kits or maintenance kits will not

incur an additional charge. The court shall provide the toner cartridge, imaging

unit/drums.

CATEGORY #H13 Computerized cash register receipt printer (similar to Star SP712). Receipt

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printer category also includes an automatic cash drawer.

CATEGORY #H14 Computerized cash register validator (similar to Epson TM-U295).

CATEGORY #H15 Personal Scanner (e.g. Kodak ScanMate i1120, Fujitsu ScanSnap S1500, Canon

DR-C130, Kodak S2070, Cannon M260).

CATEGORY #H16 Sheet-fed Scanner (e.g. DR-6010, DR-4010).

CATEGORY #H17 Workgroup Scanner (e.g. Canon DR-7080C).

CATEGORY #H18 Hewlett Packard Digital Sender model 9200 or better.

CATEGORY #H19 Tablet (e.g. Windows Surface Pro 2, Surface 2,4,6 Pro or higher).

NETWORK BACKBONE MAINTENANCE

All network cabling, connectors, terminators, wall placements, jacks, 10/100/1000 UTP concentrator

wiring and installation, and cable, in place at the beginning of the contract (or later added in compliance

with the terms set forth in the TECHNICAL SPECIFICATIONS) may be covered under the terms of the

contract. The vendor will repair or replace any and all network connectors, terminators, jacks, cable, etc.

that are malfunctioning due to any cause other than intentional misuse by court employees. This will

include the replacement of the cabling and/or connectors in the original location at the site. If the vendor

needs to replace any network cabling, all replacement cable must meet the specifications of the original

cable. Any repairs or additions/replacements to a Category 6, UTP must meet IEEE (Institute of

Electrical and Electronics Engineers) standards. Network backbone repairs will be made such that the

materials are fully and satisfactorily operable at the campus network site.

The materials must be repaired to the state of the materials before the service problem occurred.

Network backbone configurations will be arranged according to the following categories:

CATEGORY #B1 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

up to 48 nodes.

CATEGORY #B2 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

from 49 to 96 nodes.

CATEGORY #B3 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

from 97 to 288 nodes.

CATEGORY #B4 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

from 289 to 480 nodes.

CATEGORY #B5 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

from 481 to 1000 nodes.

CATEGORY #B6 Twisted pair Ethernet network (using Category 6 plenum or non-plenum UTP)

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from 1001 to 2000 nodes.

DESCRIPTION OF SERVICE REQUIREMENTS AND PERFORMANCE

COMPLIANCE

A. The vendor must at all times deal with any 7JD personnel in a polite and respectful manner.

B. Vendor is to provide a telephone number/email address for the logging of any contractual service

calls. The vendor is to have staff available to respond to either of these methods of logging calls

from 8:00 am through 5:00 pm EST, Monday through Friday.

C. When a request for maintenance service is made, the vendor will be provided with information

regarding the computer or network system requiring service. Information to be provided (to the

extent possible) includes 7JD Help Desk Call Tracking Number, location and contact name

(Building Network Coordinator or designee)/telephone number, affected equipment serial numbers

(if applicable), equipment descriptions and a description of the problems experienced. If any of the

information listed above is not available, the vendor must still accept the call and respond within

the time frames detailed below. Missing information can be provided if needed after the call has

been completed.

D. All requests for maintenance service are to be initiated with the vendor through the 7JD Help

Desk. The vendor is to contact the 7JD Help Desk to establish a formal request for services any

time that the vendor receives a problem report directly from a user at any 7JD site.

E. When the vendor receives a request for services, the following steps MUST be followed:

The vendor must provide the 7JD Help Desk with an estimated time of arrival (ETA) of

vendor personnel at the site to correct the problem. The vendor must provide this ETA

within one (1) hour of the call being logged. Regardless of the ETA provided by the

vendor, the response time requirements identified in Purpose and Scope will apply.

If the vendor will be more than one half (½) hour earlier or later than the ETA, the vendor

must contact the 7JD Help Desk prior to original ETA and provide a new ETA. Regardless

of the ETA provided by the vendor, the response time requirements identified in Purpose

and Scope will apply.

Upon arrival at a 7JD site to provide maintenance services, the vendor representative must

contact the Building Network Coordinator (or designee) and notify that individual that the

vendor has arrived and give an overview of the course of maintenance action to be taken.

This would include any possible requirement to shut down network or other computer-

related operations.

Prior to leaving a 7JD site when providing maintenance services, the vendor representative

must contact the Building Network Coordinator (or designee) and provide that individual

with information regarding the status of the call. The vendor must also call the 7JD Help

Desk (the call can be made on a court telephone, the Building Network Coordinator will

provide a line out) and give the status of the call. The vendor must make him/herself

available to answer any questions posed by the 7JD Help Desk staff or the Building

Network Coordinator. If the vendor will have to return to the site at a later time, the 7JD

Help Desk must be provided with an ETA.

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F. In the event that any equipment must be removed from a 7JD site for repair, it will be the

responsibility of the vendor to provide comparable equipment at no additional cost. Such

replacement equipment must be in place and operable in a manner which is simultaneous with the

removal of the 7JD equipment. It is the responsibility of the vendor to ensure that any and all

software is installed on the replacement equipment (if applicable - including backing up

data/programs from old equipment and installing/restoring on replacement), and that the

equipment is fully bootable and operable so that the court staff can continue work using the

equipment in a normal manner. The vendor assumes full responsibility for any damage inflicted

on 7JD equipment while in the possession of the vendor.

G. In the event that any hard disk or backup tape fails, the vendor is not to remove the hard disk or

tape from the site for repair without the express approval of the 7JD Help Desk. If approval is not

given, the failed hard disk or tape must be left at the site.

H. In the event that replacement parts are required, the vendor agrees to provide any and all

replacement parts required to maintain the equipment in a proper, continuous mode of operation

without additional cost to the 7JD.

I. The vendor assumes full responsibility for any damage inflicted on 7JD equipment by vendor

representatives in the course of providing maintenance/repair services.

J. Any and all travel involved in the provision of maintenance services is wholly included, at no

additional cost to the 7JD.

K. The vendor must certify that any non-court owned removable media used in the course of repair

or maintenance in any Seventh District equipment are virus free.

L. Vendor must provide the following on the shipping label or packing slip: the State asset number

and associated ticket number for all equipment that is shipped to the court.

III. RFB #DAJ-051: GENERAL SPECIFICATIONS

General Requirements

All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying,

do not permanently bind documents.

Bidders must submit every document listed in sections A and B, below. Failure to provide all

documents in the manner required – including the number of requested copies - may result in

disqualification of a bid response. Any changes, deletions, or additions (including the addition of

supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including

Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.

A. REQUIRED BID DOCUMENTS

1. Narrative Descriptions

a. Narrative Description - Organizational Experience/Capacity

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Bidders must submit, with their bid response, a narrative which demonstrates their

capacity and experience to meet the minimum qualifications listed in Article II,

above (Minimum Qualifications), including a description of its capability to

produce and deliver similar quantities of materials or services required hereunder

on an as-needed basis.

b. Narrative Description – Relevant Business Experience/Qualifications

2. References Each bidder must submit three (3) references, other than UCS, including the

company/agency name, complete address, contact name, title, telephone number and

email address, for whom the bidder has provided similar services at any time during

the past three (3) years.

3. Samples

4. Bidder Contact Information Bidder shall designate, where specified in the Document Enclosure Checklist, a

person as primary contact for all questions OCA may have regarding bidder’s bid

response.

5. Additional Documents/Materials

B. NYS BID FORMS

1. Attachment I - Standard Request for Bid Clauses & Forms and

Attachment IV- Procurement Lobbying Law required forms

In addition to such other specifications and criteria as are presented herein, the NYS

Unified Court System Attachment I - Standard Request for Bid Clauses & Forms , and Attachment IV - Disclosure of Prior Non-Responsibility Determination (UCS

420) and Affirmation of Understanding and Agreement (UCS 421) pursuant to the

Procurement Lobbying Act, which must be downloaded or printed from the UCS

Contract & Procurement website under “Addenda” for the appropriate solicitation,

are incorporated and made a part of this solicitation.

2. Attachment III - Vendor Responsibility Questionnaire

The NYS Unified Court System (UCS) is required to conduct a review of a

prospective Vendor to provide reasonable assurances that the vendor is responsible.

The required Vendor Responsibility Questionnaire is designed to provide information

to assist UCS in assessing a vendor’s responsibility prior to entering into a contract

with the vendor. Vendor responsibility is determined by a review of each prospective

Vendor’s legal authority to do business in New

York State, business integrity, financial and organizational resources, and

performance history (including references).

The UCS recommends that vendors file the required Vendor Responsibility

Questionnaire online via the New York State VendRep System. However, vendors

may choose to complete a paper questionnaire and submit it with their proposal.

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Online Questionnaire: To enroll in and use the New York State VendRep System,

see the VendRep System Instructions available at

http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system or go directly to

the VendRep System online at

https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must provide their

New York State Vendor Identification Number when enrolling (see paragraph headed

New York State Vendor File Registration’ for instructions on obtaining a Vendor

Identification Number.) For VendRep System assistance, contact the Office of the

State Comptroller(s Help Desk at 866-370-4672 or 518-408-4672 or by email at

ITServiceDesk@osc.state.ny.us.

Bidders who file the Vendor Responsibility Questionnaire online via the OSC

VendRep System are requested to checkmark the appropriate box on the Document

Enclosure Checklist. Please note that online submissions must be certified and

dated/updated not more than six (6) months prior to the bid opening date of this

RFB/RFP. Bidders’ authorized signature of the RFB/RFP form will serve as

confirmation that bidders have knowingly filed their questionnaire online if the paper

questionnaire is not included with the bidder’s submission.

Paper Questionnaire: Vendors opting to complete and submit a paper questionnaire can

obtain the appropriate questionnaire from the VendRep website

www.osc.state.ny.us/vendrep/forms_vendor.htm or may contact the UCS or the Office

of the State Comptroller’s Help Desk for a copy of the paper form.

3. New York State Vendor File Registration

Prior to being awarded a contract pursuant to this solicitation, the bidder(s) must be

registered in the New York State Vendor File (Vendor File) administered by the

OSC. This is a central registry for all vendors who do business with New York State

agencies and the registration must be initiated by a State agency. Following the initial

registration, a unique New York State ten-digit vendor identification number (Vendor

ID) will be assigned to vendors for usage on all future transactions with New York

State. Additionally, the Vendor File enables vendors to use the Vendor Self-Service

application to manage certain vendor information in one central location for all

transactions related to the State of New York.

If the bidder is already registered in the Vendor File, the vendor must enter the

vendor’s ten-digit Vendor ID on the first page of this bid document.

If the bidder is not currently registered in the Vendor File, upon award of a

contract the Bidder must complete the OSC Substitute W-9 Form

(https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-form-ac3237s-

fe.pdf) and submit the form to UCS. The UCS will initiate the vendor registration

process for the Vendor. Once the process is initiated, Vendor will receive an e-mail

identifying their unique ten-digit Vendor ID and instructions on how to enroll in the

online Vendor Self-Service application. For more information on the Vendor File

please visit the following website:

https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LA

NDINGPAGE.GBL?&.

14

4. Electronic Payments

Vendors not currently receiving electronic payments, and who wish to do so, should

enroll in ePayment – New York State’s electronic payment program for vendors. To

do so, vendors need to log onto the Vendor Self-Service Portal and enter their bank

account information. ePayments will ensure you are receiving payments faster and in

a more secure manner. If you need assistance in accessing the Vendor Self-Service

Portal, please contact the SFS Helpdesk at helpdesk@sfs.ny.gov or 1-877-737-4185.

5. Proof of Insurance

Bidder must provide together with its bid response all documentation required

pursuant to Article IX, “Insurance Requirement.”

C. ADDITIONAL BID DOCUMENTS

1. Financial Stability

Upon request by UCS, bidder shall provide its audited financial statements

prepared in accordance with GAAP-Generally Accepted Accounting Principles for

the past three (3) consecutive years and a copy of its last three (3) annual reports.

IV. BID SUBMISSION PROCEDURES

A. SUBMISSION OF PAPER BID PROPOSALS BY MAIL

Packaging, Identifying and Delivering of Bids/Proposals

Bids/Proposals must be clearly addressed and submitted to:

NYS Unified Court System

7JD Administration Office

Attention: Rick C Antelli

Room 161 Hall of Justice

99 Exchange Blvd

Rochester, New York 14614

All envelopes must be labeled with the following information on two sides:

“Deliver immediately”

“Sealed bid - DO NOT OPEN”

“RFB#DAJ-051 due August 17th , 2021 at 2:30pm”

Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the

bid/proposal. Please note that bids/proposals must be received by the above-named 7JD-designated

15

person by August 17th , 2021 at 2:30pm at the latest or bids will be declared a “late bid” and they will be

disqualified. It is recommended that bidders allow several extra days for shipping in order to meet the

deadline.

B. SUBMISSION OF ELECTRONIC (EMAIL) BID PROPOSALS

In addition to the Bid Submission Procedures contained in sub-article A, above, bidders

may submit Bid proposals electronically to: 7thcontracts@nycourts.gov . The email

subject line must state: “Bid Proposal – OCA RFB#DAJ-051” and per subsection (b)

below, indicate the email sequence number, as appropriate.

Bid proposals submitted electronically must meet all requirements set forth in the bid for

proposals submitted by mail, including, but not limited to, delivery on or before the Bid

Submission Deadline Date and completion of required acknowledgments.

Additionally, electronically submitted Bid proposals must conform to the following

requirements:

(a) All Bid proposal documents must be in “PDF” searchable format.

(b) The size limitation for individual emails is 25MB (megabytes) per email

(including message plus attachments). If documents cannot be grouped within one

.zip file and/or one email so as to conform to the 25MB size requirement, bidders

may transmit Bid proposals in multiple emails, in which case, each email must be

labeled “Email X of X” (e.g., “Email 1 of 3”).

(c) Notwithstanding the number of emails submitted, all Bid proposal emails must be

submitted on the same date.

Bidders who submit a Bid proposal electronically will receive a reply email confirming

the date and time of receipt of their submission. Bidders are advised to notify

7thpurchasing@nycourts.gov if they have not received an email response within one (1)

business day after submission of their Bid proposal.

Please note that bids/proposals must be received by the above-email

7thcontracts@nycourts.gov by August 6th , 2021 at 2:30pm at the latest or bids will be

declared a “late bid” and they will be disqualified. It is recommended that bidders submit

proposal several days in advance to make sure bids are received to meet the deadline.

Bidder Confidential/Proprietary Information

If applicable, bidders should specifically identify those portions of the proposal deemed

to contain confidential or proprietary information or trade secrets, and must provide

justification why such material, upon request, should not be disclosed to parties other

than UCS. Bidders are advised that any material deemed confidential by bidder may still

be subject to disclosure in connection with any governmental or judicial proceeding or

inquiry or as may be required by applicable law, including but not limited to Article 6 of

the New York Public Officers Law (Freedom of Information Law). Such

confidential/proprietary information must be in a separate folder from the non-

confidential sections of the proposal.

16

No-Bids

Bidders are requested to send a no-bid letter to OCA, Attn: Rick C Antelli, at the above

address, should they decide not to answer this solicitation. The envelope shall be clearly

marked in the lower left corner as follows: RFB#DAJ-051. No-bid letters may be sent by

email to 7thcontracts@nycourts.gov . Please indicate in "Subject" field: RFB#DAJ-051

– No-Bid.

Questions

Any and all questions bidders may have in connection with this solicitation are to be

directed by email only to:

7thpurchasing@nycourts.gov

Please indicate in "Subject" field: “RFB#DAJ-051- Question(s).”

The deadline to submit questions is July 30th , 2021. A written response to all submitted

questions in the form of a Questions & Answers (Q&A) sheet will be posted on the UCS

website at www.nycourts.gov/admin/bids under RFB#DAJ-051 IMPORTANT: All questions regarding this solicitation must be in writing by email

and directed solely to the attention of the above designated person. Contact by any

prospective bidder, or any representative thereof, with any other personnel of the UCS in

connection with this RFB/RFP may violate the Procurement Lobbying Act of 2005 (see

Attachment IV), will jeopardize the respective bidder's standing, and may cause rejection

of its proposal.

17

V. GENERAL BID REQUIREMENTS

Online RFB/RFP Package: Disclaimer

Bidders accessing any UCS/UCS/OCA solicitations and related documents from the New York

State UCS website www.nycourts.gov/admin/bids under “Current Solicitations” shall remain

solely and wholly responsible for reviewing the respective solicitation & bid documents on the

internet regularly, up to the scheduled date and time of the bid/proposal due date, to ensure their

knowledge of any amendments, addenda, modifications or other information affecting the

solicitation or bid documents in question.

Binding Nature of Bid/Proposal on Bidders

All bids/proposals shall remain binding on bidders until such time as UCS/OCA provides written

notification of its intent to award the contract to a specific bidder or until the bidder withdraws its

bid/proposal in writing, whichever occurs first.

Estimated Quantities

Any quantities specified in this solicitation constitute estimates only, and accordingly no

commitment or guarantee to reach any specified volume of business is made or implied.

Awarded Contractor must accept all requests for services placed by UCS during the term of an

awarded contract.

Rejected and Unacceptable Bids/Proposals/Awards

UCS reserves the right to reject any and all proposals or bids submitted in response to this

solicitation. In addition, UCS may reject any bids/proposals from any bidders who are in arrears

to the State of New York upon any debt or performance of any contract; or who have previously

defaulted on any contractual obligations, (as contracting party, surety or otherwise), or on any

obligation to the State of New York; or who have been declared not responsible or disqualified by

any agency of the State of New York, who have any proceeding pending against them relating to

the responsibility or qualification of the bidders to receive public contracts, whose proposal is

incomplete or otherwise non-responsive in any material respect, or who are found to be non-

responsible based on any of the criteria specified in the section headed “Responsible Bidder”.

UCS also reserves the right to reject any bidder: (i) whose facilities and/or resources are, in the

opinion of OCA, inadequate, too remote from the UCS locations to render services in a timely

manner in accordance with all requirements of this solicitation; (ii) who does not provide

references in accordance with the bid specifications, or whose references report significant failure

to comply with specifications; or (iii) who are otherwise, in the opinion of OCA, unable to meet

specifications.

UCS further reserves the right to set aside a bid award to a successful bidder if it is unsuccessful

in negotiating a satisfactory contract within a time frame acceptable to the UCS, in which event

UCS may then invite the bidder with the next highest evaluation score to enter into negotiations

for purposes of executing a contract.

18

Responsible Bidder

A bidder shall be defined as “responsible” in accordance with, but not limited to, references, past

performance history, financial stability, the criteria set forth in paragraph 2 of the General

Specifications (Attachment III-Vendor Responsibility Questionnaire), and the criteria set forth in

the paragraph headed “Rejected and Unacceptable Bids/Proposals” as well as any other criteria

necessary and reasonable to establish the bidder’s responsibility.

Clarification/Correction of Bids/Proposals

In addition to any rights articulated elsewhere in this solicitation, UCS reserves the right to

require clarification at any time during the procurement process and/or require correction of

arithmetic or other apparent errors for the purpose of assuring a full and complete understanding

of a bidder’s proposal and/or to determine a bidder’s compliance with the requirements of this

solicitation. This clarifying information, if required in writing by UCS, must be submitted by the

bidder, in accordance with formats as prescribed by UCS at the time said information is requested

and, if received by the due date set forth in UCS’s request for clarification, shall be included as a

formal part of the bidder’s proposal. Clarifying information, if any, whether provided orally,

visually or in writing will be considered in the evaluation process. Failure to provide required

information by its associated due date may result in rejection of the bidder’s proposal. Nothing in

the foregoing shall mean or imply that it is obligatory upon UCS to seek or allow clarifications or

corrections as provided for herein.

Minor Bid Irregularities

Provided the same will not materially benefit or disadvantage any particular bidder or

substantially alter the requirements of this bid, UCS may: (i) waive technicalities, (ii) waive

minor irregularities, omissions or incompletions in the bid or a bid response, (iii) waive any bid

requirements that are unmet by all bidders; (iv) consider any and/or all alternatives and/or

enhancements suggested by the successful bidder; (v) make an award under the bid in whole or

in part and negotiate contract terms and conditions with the successful bidder to meet UCS

requirements consistent such award.

Unified Court System Self-Insurance

UCS, a New York State governmental entity, is self-retained for risk of loss and liability.

Inspection of Bidder’s/Awarded Contractor’s Facilities

The UCS/OCA reserves the right to inspect bidder’s proposed facilities, as part of the bid

evaluation. Subsequent to award, Awarded Contractor’s printing facilities shall be made

available for periodic inspection. In all instances, advance notification will be communicated by

appropriate court personnel.

Access to Court Facilities

Awarded Contractor must comply with all applicable location rules, policies, guidelines, and

procedures in order to be granted access to court facilities. Where applicable to the performance

of work under an awarded contract, bidders shall be wholly responsible for familiarity with the

physical layout and access to the courts and buildings in question, including but not limited to,

roadways, overhangs, parking, security, elevators, required access permits or insurance

19

certificates. No special accommodations can or will be made by court staff with respect to

security measures, access, or parking.

Subcontracting

Subcontracting and any other transfer of any duties or obligations to be performed hereunder will

be permitted only with the prior written consent of UCS to the proposed subcontractors. In the

event that bidder proposes to use one or more subcontractors, the specific subcontractors and the

services proposed to be performed by such subcontractors, must be listed in bidder’s proposal. If

a bidder that proposes to use one or more subcontractors is awarded the contract, the award will

constitute the prior written approval of UCS to the subcontractors named in the bidder’s proposal.

The Awarded Contractor will be the prime contractor and will be responsible for all services

required by this RFB/RFP. The UCS will communicate only with Awarded Contractor and the

Awarded Contractor shall remain wholly liable for the performance by and payment to any such

subcontractors, their employees, agents, consultants, or representatives.

Implied Requirements

Products and services that are not specifically requested in this solicitation, but which are

necessary to provide the functional capabilities proposed by the bidder, shall be included in the

offer except as specified herein.

Silence of the Specifications

The apparent silence of the specifications contained as part of this package as to any detail or to

the apparent omission of a detailed description concerning any point, shall be regarded as

meaning that only the best commercial practices are to prevail. All interpretations of these

specifications shall be made on the basis of this statement

VI. CONTRACT TERMS AND REQUIREMENTS

Contract Terms

The successful bidder shall be required to comply with the provisions set forth in this Article, as

well as such other provisions contained in an agreement, in form and content satisfactory to UCS

its sole discretion.

Compliance with Laws

Awarded Contractor(s) must comply with all applicable federal, state and local laws, rules and

regulations, including but not limited to, fire, health and safety codes, prior to and during the

provision of all services under the contract resulting from this RFB/RFP.

Independent Contractor Status

It is expressly understood and agreed that the Awarded Contractor’s status shall be that of an

independent provider of services and that no officer, employee, servant, or subcontractor of the

contractor is an employee of the UCS, OCA or State of New York. The Awarded Contractor shall

be solely responsible for the work, assignment, compensation, benefits and personal conduct and

20

standards of all such persons assigned to the provision of services. Nothing herein shall be

construed to impose any liability or duty on the UCS, OCA or State of New York to persons,

firms, consultants or corporations employed or engaged by the Awarded Contractor either

directly or indirectly in any capacity whatsoever, nor shall the UCS, OCA or State of New York

be liable for any acts, omissions, liabilities, obligations or taxes of any nature including, but not

limited to, unemployment and Workers’ Compensation insurance of the Awarded Contractor or

any of its employees or subcontractors.

Indemnity

Awarded Contractor shall indemnify, defend and hold harmless UCS, its officers and

employees from and against any and all claims, causes of action, damages, costs, liabilities and

expenses of any kind (including reasonable attorney’s fees and the cost of legal defense) which

UCS may incur by reason of: (i) Awarded Contractor’s breach of any term, provision,

covenant, representation or warranty contained in the contract awarded as a result of this bid;

(ii) any act, omission, negligence or intentional misconduct of Awarded Contractor or its

employees, subcontractors, agents, volunteers or of other persons under its direction and

control; (iii) Awarded Contractor’s performance or failure to perform under the contract; and

(iv) enforcement by UCS of the awarded contract or any provisions thereof.

Confidentiality and Data Security

Awarded Contractor acknowledges that any and all information, records, files, documents or

reports contained in any media format provided to the Awarded Contractor by the court, or

which may be otherwise encountered by Awarded Contractor shall be considered extremely

confidential and shall be handled accordingly at all times. Neither the Awarded Contractor nor

any of its employees, servants, vendors, agents or volunteers shall at any time be permitted to

utilize such confidential information for any purpose outside the scope of any resulting

agreement without the express prior written authorization of UCS. Any breach of this

confidentiality by the Awarded Contractor or by any of its employees, servants, subcontractors,

agents, or volunteers may result in the immediate termination of any resulting agreement by

UCS and may subject the Awarded Contractor to further penalties.

Awarded Contractor shall use, and require its employees and authorized agents to use, at least the

degree of care a reasonably prudent person would use to protect and prevent improper access to

the records.

Awarded Contractor is prohibited from maintaining confidential files and records provided to or

generated by Awarded Contractor in a mobile or portable device. Remote access to the UCS

Confidential Information is prohibited unless industry standard protocols for remote access are in

place (e.g., SSL, VPN). In addition, Awarded Contractor will be required to comply with the data

security and confidentiality requirements of other government agencies that supply data to UCS.

21

.

Termination

A. EARLY TERMINATION FOR BUDGET MODIFICATION

1. If the UCS Budget (“Budget”) is modified (a “Budget Modification”, defined in

subsection 2 below) for any State fiscal year included in the term of the awarded

contract, in whole or in part (including any renewal or extension term), such that

UCS determines, in its sole discretion, that it is necessary to reduce, eliminate or

otherwise modify the budget allocation covering payment thereunder, UCS shall have

the option to terminate the awarded contract upon not less than thirty (30) days’

notice to awarded contractor, without liability for costs, expenses or damages as a

result thereof.

1. For purposes of this subsection A, Budget Modification shall mean and include,

with respect to the Budget or any appropriation contained therein:

i. any reduction, elimination or restriction upon access thereto as provided by law;

or

ii. any restriction placed on UCS spending authority, including any restriction

imposed by UCS upon itself in response to a request of the Executive or

Legislative Branch of government.

2. Termination hereunder shall be further governed by the termination provisions

contained in the awarded contract, as applicable.

B. EARLY TERMINATION FOR CAUSE

Early termination of the contract for cause may result in, among other consequences, all

remedies available to UCS and New York State, the Awarded Contractor both being

declared non-responsible by the UCS/UCS/OCA, pursuant to the UCS and Office of the

State Comptroller’s guidelines on vendor responsibility and in the Awarded Contractor’s

removal from the UCS/UCS/OCA’s bidders list for future solicitations.

Intellectual Property

If Awarded Contractor is required to produce specially commissioned materials pursuant to this

Agreement (the "Work"), whether in written form, on tape, computer-readable media or other

tangible form, Contractor acknowledges and agrees that UCS shall have the option: (i) retain a

royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the Work

or (ii) be the sole owner of the Work (the Work shall be considered a "work made for hire), each

of the foregoing at no additional cost to UCS.

Insurance Requirement Awarded Contractor shall be required to maintain during the term of the contract, including any

renewal terms, at their own cost and expense:

1. Workers’ compensation and disability benefit insurance coverage as required under NYS

law. Each vendor must provide with its proposal proof of such workers’ compensation and

disability benefits insurance coverage or, if it is legally exempt from such coverage, proof of

22

exemption. Vendor must obtain the appropriate Workers Compensation Board forms from its

insurance carrier or licensed agent or must follow the procedures set forth by the Workers’

Compensation Board for obtaining an exemption from coverage. See Workers’ Compensation

Board website at http://www.wcb.ny.gov under “Forms” for a manual listing required forms

and procedures. Any questions regarding workers’ compensation coverage requirements or

debarments should be directed to:

Workers’s Compensation Board

Bureau of Compliance

(518) 462-8882

(866) 298-7830

Only the following forms will be accepted:

Proof of Workers’ Compensation Coverage

• Form C-105.2 - Certificate of Workers’ Compensation Insurance issued by

private insurance carriers; or

• Form U-26.3 issued by the State Insurance Fund; or

• Form SI-12 - Certificate of Workers’ Compensation Self-Insurance; or

• Form GSI-105.2 - Certificate of Participation in Workers’ Compensation Group

Self-Insurance; or

• Form CE-200 - Certificate of Attestation of Exemption from NYS Workers’

Compensation and/or Disability Benefits Coverage.

Proof of Disability Benefits Coverage

• Form DB-120.1 - Certificate of Disability Benefits Insurance, or

• Form DB-120.2 - Certificate of Participation in Disability Benefits Group Self-

Insurance; or

• Form DB-155 - Certificate of Disability Benefits Self-Insurance; or

• Form CE-200 - Certificate of Attestation of Exemption from NYS Workers’

Compensation and/or Disability Benefits Coverage.

On forms that have a space for a certificate holder to be listed, the carrier must enter:

7th Judicial District

Office of Court Administration

Contracts & Procurement Unit

99 Exchange Blvd, Rm 161

Rochester NY 14614

The insurance carrier will notify the certificate holder if a policy is canceled.

Please note: An ACORD Certificate of Insurance is not acceptable proof of NYS workers’

compensation or disability benefits insurance coverage.

23

For additional information regarding worker’s compensation and disability benefits

requirements, please refer to the New York State Workers’ Compensation Board website at:

http://www.wcb.ny.gov under (Employers/Businesses.”

2. Commercial General Liability Insurance (bodily injury and property damage on an

occurrence basis), contractual and products/completed operations liability coverage, and auto

liability with minimum limits as follows:

Bodily Injury and Property Damage $1 million, per occurrence,

$2 million, aggregate

Personal Injury and Advertising: $1 million aggregate

Contractual and Products/ Completed Operations $2 million aggregate

Auto Liability, Combined single limits $1 million

Commercial General Liability insurance coverage shall be obtained from commercial

insurance carriers licensed to do business in the State of New York.

****Exhibit A**** ****BID RESPONSE FORM****

RFB#DAJ-051 DISTRICT ADMINISTRATIVE JUDGE

AUTOMATION EQUIPMENT MAINTENANCE SEVENTH JUDICIAL DISTRICT

NOTE: BIDDERS ARE TO NOTE ALL PRICING ON THIS FORM, COMPLETE BOTTOM OF FORM AND RETURN WITH ALL OTHER REQUIRED DOCUMENTS.

CATEGORY NUMBER OF

UNITS UNIT COST TOTAL

H1 947

H2 64

H3 10

H4 0

H5 32

H6 0

H7 0

H8 0

H9 104

H10 476

H11 9

H12 100

H13 12

H14 14

H15 348

H16 179

H17 0

H18 0

H19 1

B1 0

B2 0

B3 0

B4 0

B5 0

B6 0

TOTAL

VENDOR SECTION

_____________________________________ ___________________________________

Name of Firm Name in Print

_____________________________________

_____________________________________ ___________________________________

Address Signature

________________ ________________ ____________________ ______________

Telephone Number Federal ID Number Title Date

Exhibit B

Seventh Judicial District Locations

Cayuga County Courthouse 152 Genesee Street, Auburn, NY 13021

Historic Old Post Office Building - Auburn City Court 157 Genesee Street, Auburn, NY 13021

Livingston County Courthouse 2 Court Street, Geneseo, NY 14454

Monroe County Hall of Justice 99 Exchange Blvd, Rochester, NY 14614 Rochester City Court Criminal Division 123 Public Safety Building, Rochester, NY 14614

Ontario County Court Building 27 North Main Street, Canandaigua, NY 14424

Canandaigua City Court Building 2 North Main Street, Canandaigua, NY 14424

Geneva City Court Building 255 Exchange Street, Geneva, NY 14456 Seneca County Court Building 48 West Williams Street, Waterloo, NY 13165

Steuben County Office Complex 3 East Pulteney Square, Bath, NY 14810

Wayne County Hall of Justice 54 Broad Street, Lyons, NY 14489

Yates County Court Building 415 Liberty Street, Penn Yan, NY 14527

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Textbox

Exhibit C

Cayuga Auburn Corning Hornell Livingston Monroe Rochester Ontario Canandaigua Geneva Seneca Steuben Wayne Yates

H1 1 0 0 0 0 23 1 2 0 1 0 0 1 0

H2 0 0 0 0 0 2 0 0 0 0 0 0 0 0

H3 1 0 0 0 1 0 0 0 0 0 0 0 0 0

H4 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H5 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H6 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H7 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H8 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H9 0 0 0 0 0 0 0 1 0 0 0 1 0 0

H10 2 0 0 1 3 14 1 4 1 0 1 6 3 0

H11 0 0 0 0 1 0 1 2 0 0 0 0 1 0

H12 0 0 0 0 2 29 8 1 1 1 0 4 2 2

H13 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H14 0 1 0 0 0 0 0 0 0 0 0 0 0 0

H15 0 0 0 0 0 6 3 3 0 0 4 0 0 2

H16 2 0 0 0 0 9 0 0 0 4 1 0 0 0

H17 0 0 0 0 0 0 0 0 0 0 0 0 0 0

H18 0 0 0 0 0 0 0 0 0 0 0 0 1 0

H19 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B2 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B3 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B4 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B5 0 0 0 0 0 0 0 0 0 0 0 0 0 0

B6 0 0 0 0 0 2 0 0 0 0 0 0 0 0

Totals 6 1 0 1 7 85 14 13 2 6 6 11 8 4

Average Frequency of Site Visits per Year (2019)

Exhibit E